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Administrator Guide
Last Updated: 2026-06-12
Steps: Set Up Knowledge Management

Steps: Set Up Knowledge Management

You might need to take additional steps to enable this feature based on your organization's subscription service agreement. Your organization is either on the Main Service Agreement (MSA) or the Universal Main Service Agreement (UMSA). To determine your organization's subscription service agreement:
  1. Select your profile avatar on Workday Community.
  2. Select
    Profile
    .
  3. On your profile page, select your organization's name, which is beneath your name and next to your job title.
  4. View your
    Subscription Service Agreement
     value.
If the value is:
  • UMSA
    , the feature is automatically available. You can skip the
    Enable Innovation Services Feature and AI Data Contributions for MSA Customers
     step. For more information on Machine Learning data contributions, see Concept: Workday AI for Universal Main Subscription Agreement Customers.
  • MSA
    , you must enable this feature through Innovation Services using the
    Enable Innovation Services Feature and AI Data Contributions for MSA Customers
    step.
Note: UMSA customers don't have Innovation Services tasks and reports in their tenants as these are for MSA customers only. UMSA customers can ignore all information regarding Innovation Services.
Knowledge management in Workday enables you to share information with your employees through articles created in Workday. Articles can reduce and deflect internal cases submitted by your employees and enable them to become more self-sufficient. Article authors and editors can draft, share, and collaborate with one another to create optimized content for your employees. Before you create articles, you can configure security settings that enable you to define target audiences and categories to associate articles with.
  1. You might need to take additional steps to enable this feature depending on your organization's subscription service agreement. For more information, see this Community article.
    On the
    Innovation Services Opt-In
     task, select the
    Help
     service on the
    Available Services
     tab in the
    People Experience
     category.
    (Optional) To enable AI and machine learning features for Knowledge Management, select the
    Knowledge Management Articles
     category within the
    People Experience: User Experience Machine Learning
     service on the
    Maintain Innovation Services and Data Selection Opt In
     task.
  2. Access the
    Edit Tenant Setup - Machine Learning
     task.
    Select the region in which Workday hosts data used for improvement and personalization of machine learning and analytics functionality.
    Security:
    Set Up: Tenant Setup - Machine Learning
     in the System functional area.
  3. Enable the Help functional area.
    See Steps: Enable Functional Areas and Security Policies.
  4. Edit Domain Security Policies.
    Grant security groups permissions to these domains in the Help functional area:
    • Self-Service: Help Articles
      . Enables authors to access draft articles. Workday recommends you add
      Employee As Self
       as a security group with
      modify
       permissions to this domain. With this configuration, authors can save draft articles that aren't secured to any category.
    • View: Help Articles
      . Enables employees to view Help articles. Authors must also have access to this domain to use the Help Article workspace and article editor.
    • Manage: Help Articles
      . Enables authors to create and edit Help articles.
    • Manage: Article Sharing Versions
      . Enables authors to collaborate on Help articles by sharing and commenting on article drafts. Workday automatically provides access to this domain when you share an article draft with another author or collaborator.
    • Set Up: Help Knowledge Management
      . Enables you to configure article audience and category security, but not create articles.
    • Reports: Help Knowledge Managements
      . Enables you to create and access reporting and discovery boards for Knowledge Management.
  5. Grant security groups permissions to the
    Drive
     domain in the System functional area. Enables you to access the new Drive user interface to create and manage Workday files associated with workbooks and media files.
  6. Activate Pending Security Policy Changes.
  7. Access the
    Maintain Article Categories
     task.
    Create categories to associate articles with.
    Workday displays the category name on published articles. We recommend that you name your categories something that makes sense to both administrators and workers. Examples: Benefits, General HR, Payroll.
    Security:
    Set Up: Help Knowledge Management
     domain in the Help functional area.
  8. Create target audiences for articles.
  9. Designate authors for articles, restricted by article category.
  10. (Optional) Set up your tenant for discovery boards.
    You can create discovery boards for Knowledge Management using the
    Knowledge Base Article Versions
     report data source. Workday also delivers the Help Article discovery board that you can copy.
  11. (Optional) Create Custom Reports.
    You can create custom reports for Knowledge Management using the
    Knowledge Base Article Versions
     report data source. Workday also delivers the
    Help Article Performance
     advanced report.
  12. Access the
    Edit Tenant Setup - Help
     task.
    Complete the
    Knowledge Management
     tab.
    • Set up Article Lifecycle Management to specify the:
      • Publication and expiration dates.
      • Number of days to notify the author before an article expires.
      • Archiving behavior and immediate actions when an article expires.
    • Select the
      Show Ownership Field on View
       check box to display the
      Ownership
       field to anyone who has view access to the article.